Visitor Management Host User Guide

Transcription

1 Visitor Management Host User Guide PERPETUAL INNOVATION

2 Lenel OnGuard 2010 Visitor Management Host User Guide, product version 6.4 This guide is item number DOC-802, revision 1.038, April 2010 Copyright Lenel Systems International, Inc. Information in this document is subject to change without notice. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Lenel Systems International, Inc. Non-English versions of Lenel documents are offered as a service to our global audiences. We have attempted to provide an accurate translation of the text, but the official text is the English text, and any differences in the translation are not binding and have no legal effect. The software described in this document is furnished under a license agreement and may only be used in accordance with the terms of that agreement. Lenel and OnGuard are registered trademarks of Lenel Systems International, Inc. Microsoft, Windows, Windows Server, and Windows Vista are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Integral and FlashPoint are trademarks of Integral Technologies, Inc. Crystal Reports for Windows is a trademark of Crystal Computer Services, Inc. Oracle is a registered trademark of Oracle Corporation. Other product names mentioned in this User Guide may be trademarks or registered trademarks of their respective companies and are hereby acknowledged. Portions of this product were created using LEADTOOLS LEAD Technologies, Inc. ALL RIGHTS RESERVED. OnGuard includes ImageStream Graphic Filters. Copyright Inso Corporation. All rights reserved. ImageStream Graphic Filters and ImageStream are registered trademarks of Inso Corporation.

3 Table of Contents CHAPTER 1 Introduction Conventions Used in this Documentation Prerequisites Licensing Visitor Management Version Compatibility CHAPTER 2 Host Permissions Host Permissions CHAPTER 3 Visitor Management Host Browser Settings Update the URL Editing FlexApplicationConfiguration.xml Editing Services.config Getting Started Web Address Logging In Logging Out User Interface Controls User-defined Fields Visitor Lists Configuring the Visitor Labels Viewing Event Details or Visitor Profile Host a Visit Notification Visitor Management Host User Guide 3

4 Table of Contents Scheduling a Visit Adding a Visitor Modifying a Visit or Visitor Removing a Visit Search Searching for a Visitor Conducting an Advanced Search Reports CHAPTER 4 Host Delegates Host Account Designating a Delegate Visitor Management as a Delegate Permissions Viewing Schedules Scheduling a Visit for a Host Modifying a Visit Removing a Visit Visitor Management Host User Guide

5 CHAPTER 1 Introduction Visitor Management is for managing and tracking visitors within your organization. The hosting party logs into a browser-based application to add a visitor or schedule a visit. The web application allows users to log into the visitor management system from any desktop. The front desk attendant can search for visitors, sign visitors in or out, capture information, determine status, and have notifications sent to the host and visitor. Front desk attendants can also view upcoming visits. Scheduled visitors use the Kiosk for self sign-in. When the visit is scheduled, a notification is sent to the host and visitor. The visitor s will contain a bar code which is the visit key. This is used to sign in or out for the scheduled visit. Configuration of these applications is done with Visitor Administration. This is also a browser-based application. It is used to configure settings such as sign-in locations and kiosks. Conventions Used in this Documentation The text in this documentation is formatted to make it easy for you to identify what is being described. Where a term is defined, the word is represented in italics. Field names are shown in bold. Menus and menu choices are shown in bold italics. All menu choices have accelerator keys, which enable you to select the menu choices using the keyboard. The underlined letter represents the accelerator key for that menu item. Accelerator keys are written, for example, <Alt>, <C>. Keyboard keys are represented in angle brackets. For example: <Tab>, <Ctrl>. Keyboard key combinations are written in two ways: <Ctrl> + <Z> means hold down the first key and press the second <Alt>, <C> means press the first key, then press the second Buttons on the screen are represented in square brackets; for example: [Modify], [Cancel]. Visitor Management Host User Guide 5

6 Introduction Prerequisites The Web Application Server is installed through a custom installation of OnGuard. For more information, refer to the Installation Guide. Other considerations: Your server must be a member of a domain. Workgroups are not supported. You should be logged into the computer as a domain user. Use the fully qualified name of the computer for the URL. This is important when typing the computer name in the configuration file. The LS Application Server service s Log On user should be a domain user. Be sure the LS Application Server service is running. Be sure that the user has access to OnGuard, permissions assigned, and linked to a directory account. When making changes, restart IIS when you are done. Sign-in locations should be configured in Visitor Administration before using Visitor Management Front Desk or Host. Licensing Visitor Management is a licensed module. To use these applications, the license must be set to a number greater than zero. The Visitor Management section of the license indicates the number of concurrent licenses being used and the number purchased. The maximum number of visits indicates the number of visits you are allowed to have stored in the system. Note: For group visits, each invited visitor is counted as a single visit event. For example, if a group visit contains 10 visitors, this uses 10 visits of the license. Visitor Management Version Compatibility With the release of OnGuard 2009 or later, there are two options for Visitor Management. The existing Visitor Management application can be accessed through System Administration, ID CredentialCenter, or Visitor Management. The OnGuard 2009 Visitor Management is comprised of the new smart client Front Desk application, the browser-based Host application, browser-based Administration application, and the Kiosk. Visits scheduled in System Administration, ID CredentialCenter, or Visitor Management can be viewed and modified in these other applications. However, when group visits are scheduled using the Front Desk or Host, they cannot be changed in System Administration, ID Credential Center, or Visitor Management. Group visits are not supported through these user interfaces. For visits scheduled in System Administration, ID CredentialCenter, or Visitor Management, the sign-in location does not exist. When these visits are seen in Visitor Management Host, this field will be blank. In Front Desk, these visits will only be seen when All is selected for the sign-in location, and will not show up in any other location selected. 6 Visitor Management Host User Guide

7 CHAPTER 2 Host Permissions OnGuard user permissions are enforced. These permissions are configured in System Administration or ID CredentialCenter in the Users folders. These permissions should be configured for the user to access components of Visitor Management. A change in user permissions requires restarting IIS. Restarting IIS will allow the correct permissions to be applied. The Users folder allows for granular control of the permissions assigned to users within each group. Host Permissions For users who will view their visit calendar in Visitor Management Host, schedule visit events, add and invite visitors, the following permissions should be configured. * This permission only applies in a segmented system. Visitor Management Host User Guide 7

8 Host Permissions * This permission only applies in a segmented system. 8 Visitor Management Host User Guide

9 Host Permissions For fields pertaining to visitors or visits, including user-defined fields, View and/or Edit permissions should be granted if the host is expected to see the entries or modify them. Visitor Management Host User Guide 9

10 Host Permissions 10 Visitor Management Host User Guide

11 CHAPTER 3 Visitor Management Host The browser-based host application is for adding visitors and scheduling visits. The web page can be accessed and used from any workstation within an organization. You must have proper credentials to log in and use this browser-based application. For proper functionality, the Visitor Management Host requires: Internet Explorer 7 or later Flash Player 9 or later (available from downloads.html#fp10. If you are having difficulties, contact your administrator.) Browser Settings Visitor Management Host is currently supported with Internet Explorer. Certain browser controls must be enabled to display the functionality of Visitor Management Host. ActiveX controls and File download must be enabled. In Internet Explorer, add the Visitor Management Host URL to the list of Trusted Sites on the Security tab of the Internet Options and set the security level for this zone to medium-low. JavaScript should be enabled for the browser. The following options must be configured in the custom security settings: Item ActiveX controls and plug-ins > Automatic prompting for ActiveX controls Downloads > File Download Miscellaneous > Access data sources across domains Scripting > Active Scripting Setting Enable Enable Prompt Enable To enhance Visitor Management Host performance, bypass the proxy server for local addresses and add the web server address to the list of proxy server exceptions. Visitor Management Host User Guide 11

12 Visitor Management Host Update the URL The full name of the computer is usually configured during the installation process. However, if you wish to change it, this can be done in the FlexApplicationConfiguration.xml file. This is located in C:\Inetpub\wwwroot\lnl.og.services\webhost. The full name of the computer can be found by right-clicking on My Computer and selecting Properties. Then select the Computer Name tab. For cluster configurations, use the fully qualified virtual computer name. SSL If SSL (Secure Sockets Layer) is used, you must change the URL from http to https. Editing FlexApplicationConfiguration.xml 1. Navigate to C:\Inetpub\wwwroot\lnl.og.services\webhost and edit the FlexApplicationConfiguration.xml file. 2. Locate the URL. 3. Change http to https. 4. Save the file. Editing Services.config For Visitor Management Host, the services.config file needs to be changed to use SSL. The services.config file is the default configuration, which is HTTP with Windows authentication. If you do not plan to use SSL, then you do not have to perform this procedure. 1. Navigate to C:\Inetpub\wwwroot\lnl.og.services\IdvmWebHost. 2. There are four possible security policies, with corresponding files: Security policy No transport security, Windows Authentication not required Transport security, Windows Authentication not required Transport security, Windows Authentication required No transport security, Windows Authentication required a. To configure transport layer security and require Windows Authentication, locate the file, HttpsWithWindowsAuthenticationServices.config. b. Select the file name and rename it to services.config. 3. Edit the file. Locate the URL and change http to https. 4. Save the file. File HttpServices.config HttpsServices.config HttpsWithWindowsAuthenticationServices.config HttpWithWindowsAuthenticationServices.config Getting Started Additional steps are necessary to configure OnGuard for web application access. The user logging in must be a cardholder. This cardholder must be paired with a user. 12 Visitor Management Host User Guide

13 Getting Started To get started, create a directory in System Administration. Link the cardholder with the directory account. Link the user to that same directory account. OnGuard allows multiple cardholders to be linked to a user through different directory accounts. However, this is not supported for Visitor Management Host. A user should not be linked to the directory account of more than one cardholder. Note: If segmentation is enabled, the cardholder and the user must be in the same segment. Lack of a common segment causes the inability to save visitors. For more information, refer to the Installation Guide and System Administration User Guide. Web Address To get started, you will need the web address. The URL to access Visitor Management Host consists of the fully qualified server name and the location of the application on the server. The location of the application is different depending on the application used. There is not a central log in web site for all OnGuard web-based applications. To connect to Visitor Management Host, type the following address into a browser, where <server name> is the location of the OnGuard server: name>/idvmhost/ (for logging in with automatic single sign-on) Or name>/idvmhost/?useautomaticsso=false (if manually logging in) Logging In 1. Go to the host web page, name>/idvmhost/ To log in manually, go to name>/idvmhost/?useautomaticsso=false If you have configured SSL for Visitor Management, remember that the URL for the server must start with If you wish to log in with the current Windows user, you may leave the username and password blank, and skip to step Type in your username. 3. Type in your password. 4. Select the Directory from the drop-down. You must use the Active Directory account to log in if it is linked to a cardholder account in OnGuard. Note: 5. Click [Login]. This login is designed to work with an Active Directory. If a Windows Local Accounts Directory has been configured, you will only be able to use single sign-on and must be physically using the server to access the web page. After logging in, the host s scheduled visits are displayed. Logging Out 1. On the web page, click Logout. You will be logged out of the host application. Visitor Management Host User Guide 13

14 Visitor Management Host User Interface The host s schedule is displayed, with the current day highlighted by default. Visits are shown on the day for which they are scheduled, along with the time and the visitor. For group visits (two or more visitors), the number of visitors is shown instead of the visitor s name. When a visit is selected, the event details and visitor profile are displayed on the right-hand side of the window. If it is a group visit, the visitor profile can be viewed by selecting individuals on the Invited Visitors list. A group visit can have up to a maximum of 75 visitors invited. Controls To see visitors for the next day or previous day, use the arrow buttons to navigate back and forth between the days. You may also use the calendar controls to navigate. Click [Today] to display scheduled visits for the current day. Click the calendar month icon to select a specific date, or use the links at the bottom to Show next event or Show previous event. By default, the application refreshes once per minute. This setting can be configured in System Administration using the Cardholder Options Visits form. User-defined Fields This documentation refers to data fields that are shipped as the default. If you have used FormsDesigner to customize your data fields, the elements on the user interface will be different. When customizing the user interface with FormsDesigner, the tab order will determine the way the fields are displayed. User-defined fields will be displayed top to bottom in the host application, based on that tab order. After changes have been made to the Visitor Management Host using FormsDesigner, restart IIS and the LS Application Server, and reload the web page. Visitor Lists When a list of visitors is displayed (in the process of searching or inviting a visitor to a scheduled event), their names are presented in relevance to the search. To avoid any confusion, especially between individuals with the same name, the visitors are listed with additional labels which distinguish between them. Configuring the Visitor Labels 1. Open the FlexApplicationConfiguration.xml file to edit. This is located in C:\Inetpub\wwwroot\lnl.og.webservice 2. Locate the line, <visitorlabel1>organization:</visitorlabel1>. 3. In order to change the data being displayed to something other than the default, replace the current value in between the tags by typing in the name of the new data field (exactly as it appears in FormsDesigner). For example, if a field called Company is to be displayed, type it in between the tags so it appears as: <visitorlabel1>company</visitorlabel1> 14 Visitor Management Host User Guide

15 Host a Visit 4. Repeat this procedure for the second label, <visitorlabel2>title:</ visitorlabel2>. 5. Save the file. 6. Restart IIS and the LS Application services. Reload the web page. Viewing Event Details or Visitor Profile 1. Select a visit by clicking on it. 2. The event details and visitor profile are displayed on the right side of the window. You may switch the view by clicking on the tab. Host a Visit The web host application allows users to schedule visits and add visitors. A host may also view the schedule of visits. Note: Group visits cannot be modified in System Administration or ID CredentialCenter; they are solely a feature of Visitor Management Host and Front Desk software version 6.3. Group visits are limited to a maximum of 75 visitors. On a segmented system, if visitors are segmented, both the cardholder and visitor must be in the same segment to schedule a visit. Notification If is configured and enabled, the host and/or visitor will be able to receive notifications whenever a change is made to a visit. For more information about configuring this feature, refer to Configure Visitor Fields in the FormsDesigner User Guide, and Configure Default Recipients in the System Administration or ID CredentialCenter User Guide. Scheduling a Visit 1. On the web page, click [New Event] to add a new visit event. 2. Type in the event name. 3. Enter the date and time. 4. Select the sign-in location for the visit. (The locations in this drop-down are configured in Visitor Administration.) 5. Select the visit type. 6. Type in the purpose of the visit. 7. Click [Invite Visitor]. A list will be displayed to choose the name of the visitor. 8. Select the visitor(s) to be added. If needed, search for the visitor by typing in the name. Search results will be displayed from which you may choose the visitor. You may also add a new visitor by clicking [New Visitor]. Refer to the procedure for Adding a Visitor. 9. Select the visitor and click [Add Selected Visitor(s)]. If you added a new visitor, click [Save Visitor and Invite]. Visitor Management Host User Guide 15

16 Visitor Management Host Repeat this step to add more visitors for a group event (up to a maximum of 75 visitors). Or you may make multiple selections by holding the <Ctrl> key or <Shift> key and clicking. A group visit can have up to a maximum of 75 visitors invited. To remove a visitor, select a visitor you have invited and click [ ]. There must always be at least one invited visitor for a visit event. 10. Click [Save Changes]. If you do not want to save the visit, click [Cancel]. Note: Fields denoted with an exclamation point are required. You will only be able to save the information when the required fields are filled in. Adding a Visitor 1. If searching for a visitor yields no results, you have the option to add a new visitor. Click [Add Visitor]. 2. On the Visitor Profile tab, type the visitor s information. 3. Click [Save Changes]. If you do not want to save the information, click [Cancel]. Note: Fields denoted with an exclamation point are required. You will only be able to save the information when the required fields are filled in. Modifying a Visit or Visitor 1. Select the visit by clicking on it. 2. Make changes to the event details or visitor profile. 3. Click [Save Changes]. If you do not want to save the information, click [Cancel]. Removing a Visit 1. Select the visit by clicking on it. 2. From the Event Actions pull-down menu, select Remove event. 3. When prompted for a confirmation for deleting the visit, click [Yes]. Search A search field is used to conduct a simple search of visitors based on their last name. Searching for a Visitor When entering the criteria, keep in mind that only the first word or name will be used for searching. The entry of additional words will be ignored. 1. In the text field, type the name of the visitor. You may use partial names. 2. Click [Search]. The search results will be displayed, listing the individuals whose names match the criteria entered. 3. If the search does not produce any results, an icon will appear, allowing you to add the new visitor. To do so, click [Add Visitor]. 4. If you wish to cancel the search after you have started typing the name, click the X that appears in the same text field. 16 Visitor Management Host User Guide

17 Reports Note: After a search has been performed and the results are returned, clicking the search button has no effect. This is to minimize network traffic. The search must be cleared and criteria must be entered to conduct a second search, even if it is the same exact search. Conducting an Advanced Search The advanced search allows for more control over the search criteria. It allows you to search other fields and use operators. 1. To use advanced search, click the arrow button and select Advanced Search. The filter options are displayed. 2. Enter the search criteria. a. To search for visit events that have been scheduled, click Events. To search for visitors in the system, click Visitors. Note: b. Use the drop-down to select the field to search. c. Type the search criteria in the text field. d. Repeat this step to add more criteria to be used in conjunction with what you have entered. When searching multiple fields, the search criteria for each field is combined, as indicated by And next to the drop-down lists. This narrows the search and retrieves results meeting all of the criteria. 3. Click [Search]. The search results will be displayed. 4. After you are done searching, you may exit the Advanced Search by clicking the arrow button and selecting Cancel Search. If you would like to conduct another search, select Clear Criteria. If you would like to revert back to simply searching by last name, select Quick Search. Reports Reports can be generated for defined search criteria or all visits; however, this can only be done in the Visits folder in System Administration or ID CredentialCenter. For more information, refer to Run a Visit Report from the Visits Folder in the System Administration or ID CredentialCenter User Guide. Visitor Management Host User Guide 17

18 Visitor Management Host 18 Visitor Management Host User Guide

19 CHAPTER 4 Host Delegates A delegate is an individual who can manage visits for a host. Delegates may have the ability to schedule, edit, or delete visits for a host. A user of the system may be both a host and a delegate. Note: In a segmented system, the host and the delegate must be in the same segment. If they are on different segments, visits may appear to be missing from one or both calendars. Host Account In the host application, details about the host can be viewed by clicking [My Account]. Designating a Delegate 1. While viewing your account, click Delegates. If you already have delegates, they will be displayed in the list. 2. To designate a delegate, a. Click [+]. b. Select a delegate from the list. c. Click [OK]. The delegate s name will appear on your list. 3. To remove a delegate, a. Select the name from the list. b. Click the pull-down menu and choose Remove. The delegate s name will be removed from your list. 4. Click [Close] to exit My Account. Visitor Management as a Delegate Delegates can manage visits by going to the web page and Logging In. Visitor Management Host User Guide 19

20 Host Delegates Permissions The actions that can be performed by delegates are based on the OnGuard configuration of their user permissions. These permissions can be configured in System Administration or ID CredentialCenter in the Users folder. For example, if a delegate is logging in with a user account that has permission to modify a visit, the same permission would apply for the delegate s own calendar as well as the host s calendar. Viewing Schedules Once logged in, the delegate s calendar of visits is displayed. This distinction is made at the top of the window, where it says Calendar: Myself. To change this view, you may choose a different host. 1. Click [...]. A list of hosts will be presented. Host names will only appear on this list if you have been designated as their delegate. 2. Choose a host name from the list. Once another host is chosen, their calendar will be displayed. 3. To return to your own calendar, click [X]. Scheduling a Visit for a Host 1. Select the calendar of the host. 2. Enter the information for the visit event. 3. Click [Save Changes]. If you do not want to save the information, click [Cancel]. Modifying a Visit 1. Select the host s visit by clicking on it. 2. Make changes to the event details. 3. Click [Save Changes]. If you do not want to save the information, click [Cancel]. Removing a Visit 1. Select the host s visit by clicking on it. 2. From the Event Actions pull-down menu, select Remove event. 3. When prompted for a confirmation for deleting the visit, click [Yes]. 20 Visitor Management Host User Guide

21 Index A Add visitors B Browser settings C Controls D Delegate modify visit remove visit schedule visit view schedules visitor management Designate delegate G Getting started H Host a visit Host delegates Https I Introduction... 5 L Licensing... 6 Log in Log out M Modify visit visitors My account P Prerequisites... 6 R Remove visits S Schedule visits Search for visitors SSL U UDFs URL... 12, 13 User interface User-defined fields V Version compatibility... 6 View event details visitor profile Visit Visitor labels Visitor lists Visitor management add visitors controls Visitor Management Host User Guide 21

22 Index lists log in modify remove visits schedule visits search user interface user-defined fields view event details view visitor profile W Web address Visitor Management Host User Guide

23 Index Visitor Management Host User Guide 23

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